Provider

Rosewell Development Trust, The Steading, Carnethie Street, Rosewell, EH24 9AA
info@rdtrosewell.org.uk | 0131 629 9398

Scope

Applies to room hire at The Steading, including the Main Hall, Conference Room, Craft Room and The Haven.

Separate terms apply to soft play, sensory room and party bookings.

Key points (summary)

• A booking is only confirmed once approved by Rosewell Development Trust.
• Room hire charges will be agreed before the hire takes place.
• Room hire must be paid in full before the room is used.
• Cancellation charges apply to fee-paying bookings cancelled within 30 days of the event.
• The hirer is responsible for the conduct, supervision and safe arrival and departure of everyone attending.
• The room must be left clean, tidy and in the condition it was found.
• Alcohol is not permitted unless agreed in advance by Rosewell Development Trust and any required licences have been obtained.
• The hirer must follow The Steading’s health and safety policies and procedures.

 1. Booking confirmation

1.1 A booking is only confirmed once Rosewell Development Trust has approved the request and confirmed the booking with the hirer.

1.2 Rosewell Development Trust reserves the right to refuse a booking request without providing a reason.

1.3 The room may only be used for the purpose agreed at the time of booking.

1.4 The hirer must not transfer, assign or sublet the booking to another person, group or organisation.

1.5 The hirer is responsible for the conduct and behaviour of everyone attending their booking.

2. Public liability insurance

2.1 The hirer must:

2.1.1 have valid public liability insurance covering their activity at The Steading; and

2.1.2 provide evidence of this insurance if requested by Rosewell Development Trust before the booking is confirmed.

2.2 Failure to provide evidence of insurance, if requested, may result in the booking being refused or cancelled.

3. Payment

3.1 Any room hire charge will be agreed with the hirer before the hire takes place.

3.2 Payment is due in full at the time of booking unless otherwise agreed.

3.3 Room hire must be paid in full before the room is used.

3.4 Rosewell Development Trust accepts various payment methods, including cash, cheque, direct debit and bank transfer.

4. Cancellations

4.1 Fee-paying bookings cancelled between 14 and 30 days before the event will be subject to a charge of 25% of the total hire cost.

4.2 Bookings cancelled fewer than 14 days before the event will be subject to the full hire cost.

4.3 Rosewell Development Trust reserves the right to cancel bookings and refuse use of any part of The Steading.

4.4 If Rosewell Development Trust cancels a booking, any monies paid to Rosewell Development Trust for the room hire will be refunded.

5. Room capacity

5.1 The maximum number of people allowed in the room will be specified on booking.

5.2 The hirer is responsible for ensuring that the number of attendees does not exceed the permitted capacity.

6. Safety and security

6.1 Rosewell Development Trust has safety and security measures in place for the safety of users and hirers.

6.2 The hirer and attendees must comply with The Steading’s safety and security policies and procedures.

6.3 Any accidents, damage, hazards or faults must be reported to a member of staff as soon as possible.

7. Supervision and access

7.1 The hirer is responsible for the efficient supervision of the room being used.

7.2 This includes the orderly and safe admission and departure of everyone attending the booking.

7.3 The hirer must keep to the agreed booking times.

7.4 The hire period must include any time needed for setting up, clearing away and cleaning.

7.5 Access before the agreed start time or after the agreed finish time is not guaranteed.

7.6 Additional time may be charged if the booking runs over the agreed time.

8. Use and care of the room

8.1 The hirer must take good care of the room and must not cause or permit damage to the room, furniture, fixtures, fittings or equipment.

8.2 The room must be left clean, tidy and in the same condition as it was found.

8.3 No alterations or additions may be made to the room, furniture, fixtures or fittings.

8.4 Furniture, fixtures and fittings must not be moved without agreement.

8.5 Nothing may be attached to walls, doors, ceilings, furniture or fittings without agreement.

8.6 The hirer may be charged for damage, missing items, additional cleaning or other costs caused by the booking.

9. Alcohol

9.1 Alcohol must not be consumed within The Steading building or attached car park unless this has been agreed in advance by Rosewell Development Trust.

9.2 Where required, the hirer is responsible for ensuring that the proper licences are obtained in advance.

10. Food and refreshments

10.1 Food and refreshments are not included in room hire.

10.2 The Village Café may be contacted separately about food or refreshments.

10.3 Any café arrangements are separate from the room hire booking and must be agreed directly with The Village Café.

11. Personal property

11.1 Hirers and attendees are responsible for their own belongings.

11.2 Rosewell Development Trust is not responsible for loss of or damage to personal belongings while using The Steading or the attached car park, except where this is caused by Rosewell Development Trust’s negligence.

12. Data protection

12.1 Personal information submitted in connection with a room hire booking will be handled in line with Rosewell Development Trust’s Privacy Policy.

12.2 Where the hirer agrees to their details being passed to The Village Café, only the information needed to respond to the café enquiry will be shared.

13. Complaints

13.1 Contact info@rdtrosewell.org.uk or 0131 629 9398.

13.2 We will try to resolve issues promptly.

14. Governing law

14.1 These terms are governed by the laws of Scotland.

14.2 Scottish courts have exclusive jurisdiction.

Effective date: 14 July 2026